2009-2010 Small & Minority Business Participation Plan · 2009-2010 Small & Minority Business Participation Plan ... Small & Minority Business Participation Plan ... SUBCONTRACT &

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Procurement Services

2009-2010 Small & Minority Business

Participation Plan

S u b m i t t e d T o : Dr. Mark B. Rosenberg

University President

Submitted through: Kenneth A. Jessell, Senior V.P. & Chief Financial Officer

Jimmy Carmenate, Director of Purchasing

With a copy submitted to: Office of Supplier Diversity, Tallahassee, Florida

By: Chandra Nix Coordinator

Procurement Services (305) 348-2161

September 4, 2009

FLORIDA INTERNATIONAL UNIVERSITY · PROCUREMENT SERVICES UNIVERSITY PARK · MIAMI, FLORIDA 33199

2009-2010 Small & Minority Business Participation Plan

Table of Contents

I. Small & Minority Business Plan

II. 2009-2010 Proposed Outreach Activities

III. Educational Outreach Program

IV. Summary of FIU SMBE Expenditures by Fiscal Year

V. SMBE Expenditures by Category VI. Certified Minority and Non-Certified Minority

Business Expenditure Report

VII. Subcontractor Reporting VIII. Appendix

- Vendor’s Guide ‘How to Do Business with FIU’ - Procurement Services Trade Show Brochure - Quarterly Spending Reports

FLORIDA INTERNATIONAL UNIVERSITY

I. Small and Minority Business Program

Mission Statement Pursuant to University policy and guidelines, the Small and Minority Business Program (S/MBP) is responsible for ensuring equal opportunities in business contracting for all small business enterprises (SBE), including disadvantaged business enterprises (DBE), women-owned business enterprises (WBE), HubZone business enterprises and disabled veterans business enterprises (DVBE). The S/MBP serves as a liaison between the University and the small and minority business community, with the goal of increasing utilization of S/MBE's and maintaining diversity in the supplier and contractor base at Florida International University. Vision Statement The S/MBP is an integral part of the University's administration, serving as the unit responsible for the implementation of the University's policy on equal opportunity in business contracting. The S/MBP is vital in its role as a connecting link between the University and the small and minority business community. The S/MBP seeks to heighten the awareness of procurement personnel to the level that equal opportunity in business contracting is established and fostered in the procurement process. In this regard, the S/MBP seeks to:

• Ensure a continued high level of diversity in the University's supplier and contractor pools through equal opportunity.

• Identify additional Small and Minority Businesses for purchasing commodities, contractual services, architecture and engineering, construction, and business contracts to enhance the quality of suppliers and contractors providing goods and services.

• Establish a networking alliance with other organizations committed to promoting equal opportunity business contracting.

• Collaborate and cooperate with small and minority business development programs for the purpose of promoting the business interests of these groups.

• Improve departmental small and minority business utilization by informing campus departments about the University's equal opportunity policy and providing a base of qualified sources

Scope of Functional Responsibility Florida International University has achieved a high degree of diversity in the supplier and contractor base for the procurement of goods and services. In order to partner effectively with the University’s Office of Sponsored Research Administration (OSRA) in the administration of federal contracts at FIU, the S/MBP is committed to continuing its contracting diversity efforts on federally funded contracts. Management Responsibility The Purchasing Director is the senior official that will take the lead with the aid of the Procurement Services staff towards the successful monitoring and implementation of the Small and Minority Business Plan duties and responsibilities as follows: Initiatives to Promote Outreach to the Small and Minority Business Community

1) Participate in small and minority business development trade fairs for the purpose of bringing S/MBE's on campus and providing departmental staff the opportunity to meet new vendors.

2) Give presentations to civic and business organizations on business opportunities at FIU.

3) Identification of S/MBEs for purchasing commodities, contractual services, architectural and engineering services, and construction through participation in off-campus seminars and trade fairs.

4) Reach out to organizations like Tools for Change, an independent, non-profit organization committed to addressing the economic and business development needs of small businesses.

Initiatives to Promote Small and Minority Business Participation to Campus Departments

1) Maintain an on-line Small and Minority Business Directory with web links to the vendor databases of the Office of Supplier Diversity, the Florida Regional Minority Business Council, the Small Business Administration, etc. for broad use by campus departments.

2) Establish interactive relationship with campus departments for the purpose of discussing and addressing procurement issues.

3) Provide newly developed small and minority business sources to departments on an on going basis.

4) Provide the tools and knowledge necessary to help our buyers provide business opportunities to SMBEs.

Participation Tracking S/MBP participation and progress is tracked through databases on procurement activity. Utilization reports are issued on a quarterly basis for the campus. The Office of the President receives an annual report. Purchasing software (Panthersoft) captures statistical data based on the information given by vendors when they fill out our vendor application. The vendor application information is recorded and transferred to a statistical report that captures that information and records the dollar amount based on category and minority code when a purchase order is dispatched and paid. If necessary, the Program will utilize this information to adjust our participation and determine if an approach can be adjusted to improve the program. Forecast – Fiscal Year 2009-2010 Procurement Services expects to maintain a level of S/MBP participation similar to previous years which is dependent on the current University’s mission and campus department’s budgetary needs. These two areas have a significant impact in the reporting of S/MBP participation. Federal Small and Minority Business Subcontracting Administration Pursuant to Public Law 95-507, the Office of Sponsored Research Administration (OSRA) serves as plan administrator on federally funded research contracts of $ 500,000 or more. OSRA will, when necessary, submit a Small and Minority Business Subcontracting Plan that projects an anticipated level of dollar expenditures that can be subcontracted to SBEs, DBEs, WBEs, HubZone businesses, and DVBEs on federally funded research contracts. This becomes part of the University's contract with the federal funding agency. The OSRA, upon request, may submit reports to the funding agencies reporting subcontracting progress. Small and Minority Business Enterprise Relations The S/MBP primarily provides suggested S/MBE sources to procurement personnel. It also provides conflict resolution to S/MBEs experiencing problems while conducting business with the University. The S/MBP makes the appropriate inquiries and attempts to resolve such problems. Subcontractor Information

Procurement Services has procedures to capture Subcontractor information through our Facilities department with the assistance of the Contractors and Project Managers. On major A&E and Construction projects, invoices that are submitted to Facilities for payment will require Contractors to submit all backup information including any documents supporting the S/MBE Subcontractor reporting. This gives Procurement Services the ability to keep track of S/MBE Subcontractor usage. New Initiatives or Internal Procedures Currently Procurement Services is not proposing implementing any new initiatives at this time. Last year we initiated procedures to capture Subcontractor information, which has provided a success. Currently with the support of the University’s Facilities department, we have been able to track S/MBE Subcontractor reporting.

II. 2009-2010 PROPOSED OUTREACH ACTIVITIES

November 4, 2009

12th Annual Reverse Trade Show Broward County Convention Center Ft. Lauderdale, FL

November 18-20, 2009

Florida Matchmaker 2009 Rosen Shingle Creek Hotel Orlando, FL

March 11-12, 2010 SFRMBC 25th Annual Business Expo

Broward County Convention Center Ft. Lauderdale, FL

2008-09 ACTUAL OUTREACH PARTICIPATION AT EVENTSNAME OF EVENT DATE LOCATION REGISTRATION

FEEHOTEL STAY

HOTEL PRICE

CAR RENTAL

CAR RENTAL PRICE

GAS/TOLLS ATTENDEES TOTAL

SUBCONTRACT & The Graham Center SUPPLIER COMMUNITY

MEET & LEARN BREAKFAST FORUM

10/9/2008 Ballroom, University Park Campus Florida

International University

FREE NO NO STATE $25 A HALF DAY N/A

CHANDRA, EMILY*

FREE

JHS 2nd Annual Small Business Vendor Day

Workshop11/7/2008 JACKSON HOSIPITAL

DIAGNOSTIC CENTER FREE NO NO STATE $25 A HALF DAY N/A

CHANDRA, RICHARD,STEVE*,

YOLANDE,PAM, DEBRA

FREEp DEBRA

11TH ANNUAL REVERSE TRADE SHOW 11/13/2008 BROWARD COUNTY

CONVENTION CENTER

FREE FOR GOVERNMENTAL

ENTITIESNO NO STATE $25 A HALF

DAY N/A CHANDRA, TERE, EMILY, CRYSTAL FREE

2008 MATCHMAKER CONFERENCE AND

TRADE SHOW11/19-21/08

GAYLORD PALMS HOTEL

ORLANDO, FL

$525 FOR FULL CONFERENCE

FOR TWO + BOOTH-$350 FULL

CONFERENCE FOR ONE ONLY

YES

$124 A NIGHT-(2) NIGHTS A

PIECE

YES YES N/A STEVE, DEBRA*, CHANDRA

APPROX. $1719

FRMBC 24TH ANNUAL BUSINESS EXPO 4/23-24/09 BROWARD COUNTY

CONVENTION CENTER TBA TBA TBA N/A STATE N/A *CHANDRA NA

FIRST ANNUAL REVERSE TRADE SHOW AT JHS

DTC SPONSORED BY THE 6/12/2009JACKSON MEMORIAL

HOSPITAL DIAGNOSTIC FREE NO NO N/A PERSONAL VEHICLE N/A CHANDRA FREEDTC SPONSORED BY THE

LOCAL CHAPTER OF NIGP TREATMENT CENTER VEHICLE

*COULD NOT PARTICIPANT AT LAST

MINUTE

III. EDUCATIONAL OUTREACH PROGRAM

• Participate in small and minority business development

trade fairs for the purpose of bringing S/MBEs to the campus and providing departmental staff the opportunity to meet new vendors.

• Give presentations to civic and business organizations on business opportunities at FIU.

• Identification of S/MBEs for purchase of commodities, contractual services, architectural and engineering services, and construction through participation in off-campus seminars and trade fairs.

• Periodically do mailings to small and minority business enterprises to advise them of opportunities at the university and to solicit vendor applications.

• Act as a liaison between small/minority businesses and buyers and the university community.

• Work with the OSD, FRMBC, and other organizations to promote business opportunities in the small and minority business community.

IV. FIU SBME Expenditures by Fiscal Year

$9,605,321.83 $8,969,384.62

$13,115,678.69

$9,796,463.19

$11,075,889.54

$12,896,299.00

$16,951,410.00 $16,971,735.00 $17,215,395.00

$17,275,678.00

$6,000,000.00

$8,000,000.00

$10,000,000.00

$12,000,000.00

$14,000,000.00

$16,000,000.00

$18,000,000.00

$20,000,000.00

2008-2009 Total expenditures with SBME exceeded 2007-2008 total expenditures by $60,283.

$9,605,321.83 $8,969,384.62

$13,115,678.69

$9,796,463.19

$11,075,889.54

$12,896,299.00

$16,951,410.00 $16,971,735.00 $17,215,395.00

$17,275,678.00

$0.00

$2,000,000.00

$4,000,000.00

$6,000,000.00

$8,000,000.00

$10,000,000.00

$12,000,000.00

$14,000,000.00

$16,000,000.00

$18,000,000.00

$20,000,000.00

1999/2000 2000/2001 2001/2002 2002/2003 2003/2004 2004/2005 2005/2006 2006/2007 2007/2008 2008/2009

V. EXPENDITURES BY CATEGORY

* Large increase in 2005-06 due to spending in Construction category

VI. CERTIFIED & NON-CERTIFIED EXPENDITURE REPORT

CATEGORY CONSTRUCTION ARCH & ENGR COMMODITIES SERVICES TOTALNON-MBE:NON-MINORITY $54,597,389 $2,070,622 $33,692,039 $26,270,445 $116,630,495

SMALL BUS. ST. $47,191 $175,759 $217,421 $440,371

SMALL BUS. FED. $907,692 $37,361 $1,142,557 $2,087,610

MBE. FED.

GOV'T AGENCIES $100 $2,966,173 $232,748 $3,199,021

NON-PROFIT ORG. $273,644 $1,319,242 $1,592,886

P.R.I.D.E. $40

TOTAL NON-MBE: $55,552,412 $2,070,622 $37,144,976 $29,182,413 $123,950,423

CMBE:

AFRICAN-AMERICAN $3,447 $1,847 $5,294

HISPANIC $2,346,732 $216,841 $1,353,296 $1,126,035 $5,042,904

ASIAN-HAWAIIAN $41,770 $2,459 $44,229

NATIVE AMERICAN $264 $264

AMERICAN WOMAN $38,700 $38,700

SERVICE-DISABLED VETERAN

TOTAL CMBE: $2,430,649 $216,841 $1,357,866 $1,126,035 $5,131,391

NON-CMBE:

AFRICAN-AMERICAN $176,736 $1,598 $21,530 $301,486 $501,350

HISPANIC $2,011,393 $16,177 $3,220,071 $1,448,132 $6,695,773

ASIAN-HAWAIIAN $4,000 $130,574 $178,689 $313,263

NATIVE AMERICAN $4,973 $5,018 $9,991

AMERICAN WOMAN $463,639 $29,870 $1,114,220 $3,016,182 $4,623,911


TOTAL NON-CMBE: $2,651,767 $51,645 $4,491,368 $4,949,507 $12,144,287

TOTAL MBE: $5,082,416 $268,486 $5,849,234 $6,075,542 $17,275,678

FLORIDA INTERNATIONAL UNIVERSITYCertified and Non-Certified Small & Minority Business Expenditure Report

Total for Fiscal Year 2008-2009 (Period July 1, 2008 - June 30, 2009)

VII. Facilities SMBE Subcontractor Reporting

FLORIDA INTERNATIONAL UNIVERSITY - FACILITIES PLANNING DEPARTMENTMINORITY BUSINESS DATA FORM

PROJECT# PAY REQUEST#PROJECT#: PAY REQUEST#

PROJECT NAME: PAY REQUEST AMOUNT:

A/E; CM; GC NAME CONTRACT AMOUNT:

ADDRESS: CONTRACT #:

MBE ID'S: H=AFRICAN AMERICAN I=HISPANIC J=ASIAN AMERICAN K=NATIVE AMERICAN W=WOMAN Y=SERVICE-DISABLED VETERAN

AMOUNT TOTALMINORITY BUSINESS ENTERPRISE MBE VENDOR# MBE ID CONTRACT

VALUE

AMOUNT REQUESTED THIS

PAY

TOTAL COMPLETED TO

DATE

BALANCE REMAINING

CERTIFICATION BY THE CONSTRUCTION MANAGER: I certify that I have checked and verified this MBE: that to the best of my knowledge and

believe, the Above is a true statement of the value of the work performed by this MBE; that all work has been performed and material supplied in full accordance with the terms of this Contract, and the above values are represented in the Certificate of Payment.

NAME: DATE:

VIII. Appendix - Vendor’s Guide ‘How to Do Business with FIU’ - Procurement Services Trade Show Brochure - Quarterly Spending Reports

Vendor Guide ‘How to do Business with FIU’

1. FIU Purchasing The purpose of FIU's procurement function is to ensure that all conduct related to the procurement of goods and services on behalf of the University, is in accordance with the procedures set forth by the Florida International University Board of Trustees, the Office of the President and the applicable Federal and State laws. FIU must also ensure that in any business transaction the requirements for competition have been met, negotiations have been conducted according to established policies and no conduct of compromise to the public trust is present. FIU recognizes the important services rendered by our vendors in helping us to fulfill requirements in an economical and efficient manner. We are open for business from 8:30 a.m. to 5:00 p.m., Monday through Friday, with the exception of legal and University holidays. We encourage vendors to make appointments during business hours. The Purchasing office is located at:

Florida International University Modesto A. Maidique Campus

Campus Support Complex – CSC 410 Miami, FL 33199

For Information Call: (305) 348-2161

2. Procurement's Objectives and Responsibilities Our goal is to acquire (buy, lease, rent, or lease-purchase) those things our FIU departments need at the lowest economical cost consistent with quality and time considerations. Specifically, Procurement Services:

• establishes competition wherever practicable including assisting in the development of procurement specifications, soliciting and processing requests for quotations, conducting negotiations for price, terms and conditions, and where necessary, conferring with University Counsel for advice and resolution of matters;

• ensures requirements for competition have been met, negotiations have been conducted according to established guidelines, and prices to be paid are reasonable in the particular circumstances;

• establishes and administers annual price agreements and contracts in accordance with sound procurement practices. Such contracts and agreements include university bids, state contracts, campus local agreements, specialty contracts and consortium agreements;

• maintains suitable sources of supply by facilitating vendor outreach for campus requirements and ensuring equal opportunity in University business contracting;

• assumes a proactive role with campus customers to assure the effective management and delivery of quality and expert purchasing;

• administers and maintains purchase records for federal, state and internal procurement audits;

3. How to Get Started Good marketing strategies are largely dependent upon reaching the right people in an organization. It is therefore important to understand how the organization is structured. At FIU, purchasing consists of a Central Procurement Office with buyers assigned to specific commodities and/or departments/schools. The procurement needs of all University departments, laboratories and institutes flow through the Central Procurement Office. For your convenience, an on-line directory is available on the University’s Procurement website, http://finance.fiu.edu/purchasing/, to help you locate the buyer responsible for the product or service you offer. 4. Access to FIU Competitive Solicitation Information There are 3 ways to receive competitive solicitations: the ITB (Invitation to Bid), RFP (Request for Proposal), and ITN (Invitation to Negotiate) information:

• Electronically: Visit our Procurement Webpage for current information. • Visit: Visit our Procurement Services office at FIU Modesto A. Maidique Park at

the Campus Support Complex Building on the 4th Floor located in the Conference Room.

• Phone: Call the Procurement Help Desk at (305) 348-2161 to have the

requested documents electronically sent or mailed to you. Please ask to speak with our Procurement Support Specialist.

5. Supplier Obligations Receiving a Purchase Order from FIU carries with it the obligation to supply the ordered goods or services at the agreed-upon price, at the promised time, and without the need for buyer's intervention, renegotiation, or continued expediting. Full performance of contractual obligations will help your company earn a favorable evaluation and opportunities for further participation in our purchasing program. Here's what we expect: * dependable products and services * delivery as promised * competitive prices * no substitutions * good communications * timely resolution of claims * compliance with purchasing, shipping and invoicing procedures. Our Purchase order terms & conditions are located at http://finance.fiu.edu/purchasing/PDFs/terms.pdf

6. Supplier Diversity - Small and Minority Business Program It is the policy of Florida International University (consistent with state and federal law), to optimize opportunities for business contracting with small and minority business enterprises in the areas of commodities, construction, contractual services, and architectural and engineering services. It is the goal of the program to reach out to the small, minority, and small disadvantaged business community and to give responsive and responsible suppliers a fair and equal opportunity to compete for campus business. The Small and Minority Business Program provides the following services to the campus and business communities:

• Identifies suppliers of goods/services for possible use by FIU. • Counsels vendors on how to do business with FIU. • Provides key campus buying personnel with vendor source materials. • Acts as liaison between small and minority business vendors and buyers,

referring vendors to the procurement specialists as appropriate. Small and minority businesses that do business with FIU must complete an FIU Vendor Application available on our website. Our vendor application includes a section in which you are asked to provide your minority status. This enables the University to identify S/MBP dollar spending with the University. Our current Vendor Application system is a payment driven system only. If you are unable to retrieve the form, contact us at the address below or call (305) 348-2161.

Florida International University Procurement Services, CSC-411 Modesto A. Maidique Campus

11200 S.W. 8th Street Miami, Florida 33199

7. FIU's Competitive Solicitation Policy Authority to Solicit Requests for Quotations FIU Procurement buyers will act to generate formal requests for competitive solicitations (RFP, ITB or ITN) or requests for quotations (RFQ) when required by policy, or when deemed to be in the best interest of the University. Purchase orders, contracts and agreements must be executed by the purchasing staff with the specifically delegated authority. Requirements for Competitive Bids FIU's purchasing policy of awarding contracts to suppliers requires that we meet the University’s need for goods and services at the lowest overall cost and the highest

practical quality while affording the maximum opportunity practicable to those who wish to become suppliers to the University. There are three conditions applicable to the award of contracts for goods and services which exceed the amount delegated to departments for purchasing authority:

• Purchase Transactions up to $75,000 are transacted based on a request for quotation (RFQ) process as follows: Purchasing RFQ guidelines require that Two (2) written or verbal quotations be obtained if the total cost of the order is between $15,000 and $25,000. For orders with total costs between $25,000 and $75,000 three (3) written quotations are required. They must be mailed or walked in to Procurement Services department in a sealed envelope before the date requested on the RFQ.

• Purchase Transactions Above $75,000: Procurement contracts involving an expenditure of more than $75,000 shall be awarded based on the formal competitive solicitation process with awards being made based on specification requirements. Many Statewide contracts or FIU procurement agreements have been established as a result of the competitive solicitation process. Once such contracts are established, FIU buyers can purchase goods and services under these contracts without being constrained by any additional requirement for competition.

• Product or Service as Unique or Proprietary, Single or Sole Source: The requirement for competitive soliciting of goods and services regardless of price shall not apply when the Purchasing Director determines that a product or service is unique or proprietary, single or sole source which is defined as "a product or service the characteristics and functions of which are such that only a single product or service will properly satisfy the University's needs and all other products or services will be unacceptable for such needs." Any product or service of this kind that is $100,000 and over and deemed a Sole Source must be signed by the President or his delegate of signature authority.

8. The Purchase Order Suppliers may be presented with different types of authorized purchase transactions; (1) a purchase order processed by the FIU procurement office, or (2) a ProCard, which is a credit card used by authorized individuals throughout the University. Following are descriptions of each of these procurement methods.

• Purchase Orders Purchase orders are required for any purchase of commodities or services, including freight and handling charges. These purchases are performed by the University's Central Procurement Services staff who have the authority to approve purchases. Buyers are presented with an on-line requisition from campus departments. The buyer will take action to procure the goods or services

requested by campus departments after ensuring that all policies, procedures and authorizations have been observed.

• FIU Pro Card

Suppliers may be presented with a new method of doing business with FIU employees called the ProCard. ProCard is a credit card issued by a financial institution. The ProCard is designed to be used by authorized FIU employees to purchase routine goods and services costing less than $1,000, including shipping, handling and tax. The ProCard is also used for employee travel. While full liability rests with the University for immediate payment, the person whose name is imprinted on the card (i.e. the cardholder) is responsible for all purchases made using the ProCard. The ProCard is a purchase card based system which benefits FIU and suppliers through:

o prompt payment to suppliers through the bank card program o elimination of purchase orders and invoices o distribution of low value purchase authority

Just like any credit card, the card can be used at the supplier site or to place orders via telephone or internet by giving the card account number to the supplier. No invoices or monthly statements are required from the suppliers although cardholders may request some form of confirmation from the vendor that identifies the detail of the items being purchased and shipped. The bank "invoices" FIU electronically for the net amount of all authorized transactions processed. Each ProCard has a pre-set spending limit that may not be exceeded and is also subject to certain merchant code restrictions. The ProCard is only to be used for official university business. Purchases of a personal nature are prohibited. 9. ProCard Restrictions There are products and services which cannot be ordered by ProCard, some of which are indicated below:

• Alcoholic beverages • Construction, architect or facility refurbishment services • Hazardous materials • Independent contractor or consultant services • Narcotics, dangerous drugs • Radioactive materials • Capital asset items • Computers

10. Shipments

It is important that your shipments be addressed exactly as shown on the purchase order. Each shipment must have a packing slip affixed to the outside of the package showing our purchase order number and the contents of the shipment. Failure to identify the shipment properly may be cause for refusal. Partial shipments are not desirable and are not encouraged unless shortness of supply demands split shipments. Vendor will ship goods FOB Destination. 11. Sales Tax FIU is exempt from Florida state sales tax. The tax exempt certificate is available at our Office of Controllers website below: http://finance.fiu.edu/controller/QL_TaxCert.html By policy, FIU generally requires the Seller to pay all contributions, taxes and premiums payable under federal, state and local laws measured upon the payroll of employees engaged in the performance of work under a contract, and all applicable sales use, excise, transportation, privilege, occupational and other taxes applicable to materials and supplies furnished or work performed. 12. Invoices The following information MUST appear on your invoice to Florida International University:

• Company name, address and remit address. • The entire FIU Purchase Order Number. • Detailed description of material ordered so persons unfamiliar with the product

can identify it. • University bid, contract, lease, or supply agreement number, if applicable.

The FIU Purchase Order number must appear on the invoice. Incomplete invoices result in a delay of payment, so it is in your best interest to comply with these instructions. Invoices should be sent to:

Florida International University Modesto A. Maidique Campus

Controller’s Office Campus Support Complex – 3rd Floor

Miami, FL 33199 Do not invoice prior to shipment.

Questions about the process for payment of invoices should be directed to Accounts Payable at (305) 348-2131. 13. How You Can Help Us Do a Better Job

• Refrain from offering gifts or gratuities or anything that could be construed as a bribe to acquire services or supplies.

• Tell us if our specifications for a product can be improved, to provide a better performance, a longer-life product, and/or lower cost.

• Keep us supplied with your latest catalogs and current prices. • Keep us informed of your back order situations, plant closures, impending

shortages or strikes. • Follow through on orders to ensure delivery to us as promised. • Insure that any shipments arranged by you contain our purchase order number

on the shipping label. • Include the FIU purchase order number on your invoice and mail to the invoice

address listed above. • Call Purchasing for appointments.

Remember that all goods and services procured by the University are done via the purchase order mechanism. Do not accept requests for materials from the campus without a purchase order number or presentation of the FIU ProCard.

14. Buyers and Commodities You may refer to the Buyer Directory for the names, phone numbers and the list of commodities handled by each of the buyers. Please feel free to contact the appropriate buyer for the area of sales you wish to discuss located at the website http://finance.fiu.edu/purchasing/2whoswho.html.

Jimmy Carmenate, CPA - Purchasing Director (305)348-2161 Richard Vera - Assistant Director (305)348-2269

Juliette Fernandez - Coordinator, Administrative Services (305)348-2303

Doreatha Belton - Procurement Support Specialist (305) 348-2574 Brunhilde "Pupi" Tomassini - Senior Secretary (305) 348-2404 Mariaelena Fernandez - Procurement Support Specialist (305) 348-3746

Doreatha Belton - Procurement Support Specialist (305) 348-2574Mariaelena Fernandez - Procurement Support Specialist (305) 348-3746

Linda Pagliaro - Credit Card Solutions Administrator (305) 348-1250 Tracye Eades Mickle - Senior Credit Card Solutions Accountant (305) 348-2920 Concepcion Valois - Credit Card Solutions Accountant (305) 348-3150 Tricia Perez - Credit Card Solutions Assistant (305) 348-2419 Nieves Colmenero- Credit Card Solutions Assistant (305) 348-1603

Kenia Durañona – Manager of Competitve Solicitation and Contracts (305) 348-1242 Chandra Nix - Coordinator, Purchasing (305) 348-2413

Kenia Durañona – Manager of Competitve Solicitation and Contracts (305) 348-1242

Open Position - Coordinator, Purchasing Emily Font - Asst. Purchasing Agent (305) 348-6551


Yolanda Sturgeon - Asst. Purchasing Agent (305) 348-6498

Tere Portuondo - Senior Purchasing Agent (305) 348-1244Emily Font - Asst. Purchasing Agent (305) 348-6551Pam Johnson - Asst. Purchasing Agent (305) 348-6585

Tere Portuondo - Senior Purchasing Agent (305) 348-1244Pam Johnson - Asst. Purchasing Agent (305) 348-6585


Donald Corbitt - Senior Purchasing Agent (305) 348-1243Cheryl Cobb - Senior Purchasing Agent (305) 348-6897Emily Font - Asst. Purchasing Agent (305) 348-6551

Donald Corbitt - Senior Purchasing Agent (305) 348-1243Cheryl Cobb - Senior Purchasing Agent (305) 348-6897Emily Font - Asst. Purchasing Agent (305) 348-6551

Cheryl Cobb - Senior Purchasing Agent (305) 348-6897Pam Johnson - Asst. Purchasing Agent (305) 348-6585Crystal Ortiz - Asst. Purchasing Agent (305) 348-2164

Tere Portuondo - Senior Purchasing Agent (305) 348-1244Yolanda Sturgeon - Asst. Purchasing Agent (305) 348-6498

Pam Johnson - Asst. Purchasing Agent (305) 348-6585 Crystal Ortiz - Asst. Purchasing Agent (305) 348-2164

Cheryl Cobb - Senior Purchasing Agent (305) 348-6897 Pam Johnson - Asst. Purchasing Agent (305) 348-6585

Cheryl Cobb - Senior Purchasing Agent (305) 348-6897 Pam Johnson - Asst. Purchasing Agent (305) 348-6585

OUR ELECTRONIC NOTIFICATION BOARD IS LO-CATED IN OUR CONFERENCE ROOM ON THE 4TH

FLOOR ROOM 410.

Bus iness hours : 8 :30am to 5 :00pm

Monday th rough Fr iday

Phone:305 348 2161

Fax :305 348 3600

Webs i te : h t tp : / / f i nance . f iu .edu /purchas ing /

PROCUREMENT SERVICES

11200 SW 8 th S t ree t CSC-411

Miami , F l 33199

PROCESS

OUTLINE

H o w t o s u b m i t a C o m p e t i t i v e S o l i c i t a t i o n

N O T E S F L O R I D A I N T E R N A T I O N A L U N I V E R S I T Y

P R O C U R E M E N T S E RV I C E S

1 1 2 0 0 S W 8 T H S T R E E T C S C 4 1 1 M I A M I , F L 3 3 1 9 9

P h o n e : 3 0 5 3 4 8 2 1 6 1 Fax: 305 348 3600

Websi te: h t tp : / / f inance. f iu .edu/purchas ing/

Current Competitive Solicitations are posted elec-tronically on our Website at http://finance.fiu.edu/purchasing/3solicitations_available.html as they

become available. Tabulation results are posted at http://finance.fiu.edu/

purchasing/3solicitations_tabulation.html

REMOVAL FROM COMPETITIVE SOLICITATION LIST

A vendor may be removed from the Competitive Solicitation List for failure

to respond to three (3) consecutive Competitive Solicitations.

VISIT Visit our Procurement office at FIU Modesto Maidique Park Campus at the Campus Sup-

port Complex Building on the 4th Floor.

VENDOR’S NOTIFICATION

The Procurement Services Department shall adver-tise any competitive solicitation for commodities and for contractual services in the Florida Administrative

Weekly, The Florida Communities Network (MyFlorida.com), and the Purchasing Services web-

site at http://finance.fiu.edu/purchasing/

Florida International University is Miami-Dade County’s first public, four-year university. Our record of innovation and research continues to

improve the quality of life in our communities.

HISTORY AND GROWTH:

FIU opened for classes in 1972 with 5,667 students - the largest opening day enrollment in U.S. collegiate history. Today it has more than 38,000 students, 1,000+ full-time faculty and 130,000 alumni. FIU is one of the 25 largest universities in the nation, based on enrollment.

FACULTY:

Ninety-six percent of the University’s full-time faculty hold doctorates or the highest degree attainable in their field. This reflects tenured or tenure-seeking faculty.

RESEARCH:

FIU emphasizes research as a major component of its mission. Sponsored research funding (grants and contracts) from exter-nal sources for the year 2006-2007 totaled approximately $108 million.

ALUMNI:

With more than 130,000 alumni, Golden Panthers constitute the fastest growing university alumni group in Miami-Dade County. FIU confers approximately half of all degrees now awarded by universities in Miami-Dade County.

NATIONAL RECOGNITION:

FIU ranked first in the nation among four-year colleges for awarding bachelor’s and master’s degrees to Hispanic students in the 2008 survey conducted by the His-panic Outlook in Higher Education Magazine

ARTS & CULTURE:

In recent years, FIU has emerged as one of South Florida’s major cultural assets, offering programs to both students and the local community. Several of its programs are nationally renowned for their excellence. The Patricia & Phillip Frost Art Mu-seum will celebrate the grand opening of its new facility on the University Park campus this Fall.

The Wolfsonian-FIU museum, located in Miami Beach, promotes the collection, preservation and understanding of decorative art and design from the period 1885-1945.

The School of Hospitality and Tourism Management helps present the annual South Beach Wine & Food Festival, one of the major culinary events in the nation.

CAMPUSES:

FIU has two campuses, the 344-acre Modesto Maidique Park campus in western Miami-Dade County, and the 200-acre Biscayne Bay Campus in northeast Miami-Dade County. The University also has an academic site in Broward County, FIU Broward Pines Center in Pembroke Pines. A major research facility, the 40-acre Engineering Center is located near the University Park campus. The Downtown Center, located in downtown Miami, offers graduate level business courses for busy professionals.

Florida International University At a Glance

Commodities/Services*

• Audio visual

• Art & Craft Supplier

• Biological Supplies

• Carpet/Floor Coverings

• Chemicals

• Computers, Equipment & Software

• Electrical Equipment & Supplies

• Furniture

• Janitorial Suppliers

• Lab Equipment & Supplies

• Medical Equipment & Supplies

• Office Equipment & Supplies

• Pharmaceuticals

• Photographic Equipment & Supplies

• Printing & Copying

• School Equipment & Supplies

• Telecommunications Equipment

• Vehicles

Cont’d Commodities/Services

• Advertising

• Art & Craft Supplier

• Biological Supplies

• Carpet/Floor Coverings

• Construction

• Copying

• Electrical

• Landscaping Services

• Promotional Items

• Plumbing

• Travel

• Transportation

Supplier Diversity Mission

Pursuant to University policy and guidelines, the Small and Minority Business Program (S/MBP) is responsible for ensuring equal opportunities in business contracting for all small busi-ness enterprises (SBE), including disadvantaged business enterprises (DBE), women-owned business enterprises (WBE), HubZone business enterprises and disabled veterans business enterprises (DVBE). The S/MBP serves as a liaison between the University and the small and minority business community, with the goal of increasing utilization of S/MBE's and maintain-ing diversity in the supplier and contractor base at Florida Inter-national University.

The Bid Process: What We Buy

• Procurement Services guidelines require that two (2) written or verbal quotations be obtained if the total cost of the order is between $15,000 to $25,000. For orders with total costs be-tween $25,000 to $75,000 three (3) written quotations are re-quired. In some cases there may not be three vendors available to offer pricing. In those cases, Procurement Services will at-tempt to obtain as many quotes as possible. Orders $75,000 or greater, require a formal competitive solicitation (ITB, RFP or ITN). ANY FURTHER QUESTIONS PLEASE GO TO OUR WEBSITE

Typical Procurement needs include, but not limited to:

*Commodity/Service assignments by agent can be found

at http://finance.fiu.edu/purchasing/2whoswho.html

CATEGORY MBE CODENO. DOLLARS NO. DOLLARS NO. DOLLARS NO. DOLLARS NO. DOLLARS

NON PROFIT 0 $0 0 $0 0 $0 0 $0 0 $0

NON-MBE:NON-MINORITY $13,519,067 $334,683 $9,349,963 $6,539,113

SMALL BUS. ST. $20,625 $35,887 $16,546

SMALL BUS. FED. $809,998 $15,877 $6,070

MBE. FED.

GOV'T AGENCIES $698,404 $97,114

NON-PROFIT ORG. $74,891 $451,121

P.R.I.D.E.

TOTAL NON-MBE: 0 $14,349,691 0 $334,683 0 $10,175,021 0 $7,109,964 0 $31,969,358

CMBE:AFRICAN-AMERICAN $1,847

HISPANIC $708,199 $286,613

ASIAN-HAWAIIAN

NATIVE AMERICAN

AMERICAN WOMAN

SERVICE DISABLED VETERAN

TOTAL CMBE: 0 $708,199 0 $0 0 $288,459 0 $0 0 $996,659

NON-CMBE:AFRICAN-AMERICAN 600 $99,180

HISPANIC $16,117 $745,806 $848,696

ASIAN-HAWAIIAN $4,000 $47,105 $29,191

NATIVE AMERICAN $4,973 $1,420

AMERICAN WOMAN $70,739 $311,990 $658,061

SERVICE DISABLED VETERAN

TOTAL NON-CMBE: 0 $70,739 0 $20,117 0 $1,110,474 0 $1,636,548 0 $2,837,877

TOTAL MBE: 0 $778,938 0 $20,117 0 $1,398,933 0 $1,636,548 0 $3,834,535

Quarterly Certified Minority Business Expenditure Report

1st Quarter FY 2008-09: TOTAL for period JULY 1, 2008 - SEPT 30, 2008University: Florida International University (FIU)

State University System

TOTALCONSTRUCTION ARCH & ENG COMMODITIES SERVICES


NON PROFIT 0 $0 0 $0 0 $0 0 $0 0 $0

NON-MBE:

NON-MINORITY $13,707,949 $354,066 $8,719,389 $6,196,518

SMALL BUS. ST. $63,529 $6,308

SMALL BUS. FED. $3,416

MBE. FED.

GOV'T AGENCIES $824,662 $13,127

NON-PROFIT ORG. $55,511 $214,906

P.R.I.D.E.

TOTAL NON-MBE: 0 $13,707,949 0 $354,066 0 $9,666,506 0 $6,430,859 0 $30,159,379

CMBE:

AFRICAN-AMERICAN

HISPANIC $136,822 $53,597 $379,052

ASIAN-HAWAIIAN $2,459

NATIVE AMERICAN

AMERICAN WOMAN


TOTAL CMBE: 0 $136,822 0 $53,597 0 $381,511 0 $0 0 $571,929

NON-CMBE:

AFRICAN-AMERICAN 2257.06 $23,929

HISPANIC $742,264 $599,436

ASIAN-HAWAIIAN $5,816 $42,457

NATIVE AMERICAN $780

AMERICAN WOMAN $5,319 $8,243 $247,795 $643,051


TOTAL NON-CMBE: 0 $5,319 0 $8,243 0 $998,132 0 $1,309,652 0 $2,321,346

TOTAL MBE: 0 $142,140 0 $61,840 0 $1,379,643 0 $1,309,652 0 $2,893,275

State University SystemQuarterly Certified Minority Business Expenditure Report

University: Florida International University (FIU)2nd Quarter FY 2008-09: TOTAL for period OCTOBER 1, 2008 - DECEMBER 31, 2008



NON PROFIT 0 $0 0 $0 0 $0 0 $0 0 $0


SMALL BUS. ST. $48,625 $117,518

SMALL BUS. FED. $97,694 $1,673 $925,748

MBE. FED.

GOV'T AGENCIES $775,231 $67,315

NON-PROFIT ORG. $56,932 $326,213

P.R.I.D.E.

TOTAL NON-MBE: 0 $12,425,345 0 $590,046 0 $8,597,097 0 $8,444,156 0 $30,056,645

CMBE:AFRICAN-AMERICAN

HISPANIC $515,933 $29,877 $1,461 $615,671

ASIAN-HAWAIIAN


AMERICAN WOMAN


TOTAL CMBE: 0 $515,933 0 $29,877 0 $1,725 0 $615,671 0 $1,163,206

NON-CMBE:AFRICAN-AMERICAN $1,740 $164,696

HISPANIC $1,213,909


NATIVE AMERICAN $2,468

AMERICAN WOMAN $7,847 $4,740 $196,892 $811,095


TOTAL NON-CMBE: 0 $7,847 0 $4,740 0 $1,474,622 0 $1,016,716 0 $2,503,923

TOTAL MBE: 0 $523,780 0 $34,616 0 $1,476,346 0 $1,632,387 0 $3,667,130



University: Florida International University (FIU)3rd Quarter FY 2008-09: TOTAL for period January 1, 2009 - March 31, 2009


NON PROFIT 0 $0 0 $0 0 $0 0 $0 0 $0


SMALL BUS. ST. $26,566 $27,718 $77,049

SMALL BUS. FED. $16,395 $210,739

MBE. FED.

GOV'T AGENCIES $100 $667,876 $55,192

NON-PROFIT ORG. $86,310 $327,002

P.R.I.D.E. $40 $1,591

TOTAL NON-MBE: 0 $15,069,428 0 $791,827 0 $8,706,351 0 $7,199,024 0 $31,766,630

CMBE:AFRICAN-AMERICAN

HISPANIC $482,611 $7,231 $686,170 $510,364

ASIAN-HAWAIIAN

NATIVE AMERICAN

AMERICAN WOMAN


TOTAL CMBE: 0 $482,611 0 $7,231 0 $686,170 0 $510,364 0 $1,686,375

NON-CMBE:AFRICAN-AMERICAN $16,933 $13,681

HISPANIC $518,092



AMERICAN WOMAN $61,168 $16,887 $357,543 $903,975


TOTAL NON-CMBE: 0 $61,168 0 $16,887 0 $908,140 0 $986,588 0 $1,972,783

TOTAL MBE: 0 $543,778 0 $24,118 0 $1,594,310 0 $1,496,952 0 $3,659,158


University: Florida International University (FIU)4th Quarter FY 2008-09: TOTAL for Period April 1, 2009 - June 30, 2009


Documents

2009-2010 Small & Minority Business Participation Plan · 2009-2010 Small & Minority Business Participation Plan ... Small & Minority Business Participation Plan ... SUBCONTRACT &